Privacy Policy

Under the Data Protection Act 1998 and the European Commission Directive on Privacy and Electronic Communications, The Children’s Foundation has a legal duty to protect any personal information you provide whether online, via phone, email, in letters or any other correspondence. We will ensure that such information is only used for the purpose for which it was requested and also to ensure that the data is held securely.

Using personal information allows us to develop a better understanding of our supporters and in turn to provide you with relevant and timely information about the work that we do. As a charity, it also helps us to engage with you and report back to our funders.

We regularly review this privacy policy. If we make changes they’ll be updated here and we will place a prominent notice on our website.

The purpose of this policy is to give you a clear explanation of how we collect and use information from you directly and from third parties. We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

• Who we are;
• Overall information collection and storage;
• How we use information collected if you are a donor or supporter;
• How we use personal information collected if you are employee, volunteer or trustee;
• Legal basis under which we process your data;
• How we use your data in relation to marketing and communications;
• Other processing activities including our use of cookies to improve your use of our website;
• Maintaining Your Personal Information;
• Contact Details and Further Information.

We may make changes to this privacy policy from time to time. The latest privacy policy will always appear on this page. If you have any queries, please use the contact details listed at the end of this policy.

WHO WE ARE
The Children’s Foundation Ltd is a registered charity and is funded by trusts, foundations, individual donors and supporters. Our registered charity number in England and Wales is 1000013 and we are also registered as a company in England and Wales under registration number 02528291.

OVERALL INFORMATION COLLECTION & STORAGE
We collect various types of information in a number of ways:

Information you give us
For example when you register to subscribe to our newsletter on our website, make a donation, complete a survey or enter a competition, we’ll store personal information you give us such as your name, email address, postal address, telephone number and banking details. We’ll also store a record of your donations.

Information about your interactions with us
For example, when you visit our website, we collect information about how you interact with our content and ads. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.

Information regarding third parties

We will never sell, swap or rent your data to any third party. We will not share your details with other charities for marketing purposes. We will only share information with other organisations where we have your permission to do so in accordance with this Privacy Policy, where it is necessary for a legitimate reason connected with the services we offer, events we run or where it is required by law, or regulation.

We occasionally receive information about you from third parties. For example, we may use third party delivery partners to provide general information about you, compiled either with your consent or through using publicly available data.

Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not normally collect this type of information unless there is a clear reason for doing so. As an example, we may collect health information about participants in our workshops and classes to ensure their safety or in recruitment and employment records.

HOW WE USE PERSONAL INFORMATION COLLECTED IF YOU ARE A DONOR OR SUPPORTER

• to process donations or payments we have received from you;
• to provide you with services, products or information you have requested or which we feel may interest you where you have consented to being contacted;
• to provide further information about our work, services, activities or products that you have agreed to receive;
• to invite you to participate in interactive features on our website when you choose to do so;
• to further our charitable aims, including for fundraising activities in accordance with our internal policies and procedures;
• to fulfil donations made online;
• to invite voluntary participation in research or surveys;
• for administration purposes; for example manage your participation in events for which you have registered (e.g. contact about an event you have registered for);
• for internal record keeping, including the management of any feedback or complaints;
• to analyse and improve our work, services, activities, products or information (including our website) to make it as user friendly as possible;
• to use IP addresses and monitor website use, to record website traffic or to personalise the way information is presented to you.

 HOW WE USE PERSONAL INFORMATION COLECTED IF YOU ARE AN EMPLOYEE, VOLUNTEER OR TRUSTEE

• to process your application for employment as a paid employee, volunteer or trustee;
• to administer HR and payroll services;
• to communicate internally and externally in order to undertake the day to day running of the organisation, including in an emergency.

LEGAL BASIS UNDER WHICH WE PROCESS YOUR DATA

There are three legal bases under which we may process your data:
Contract purposes

When you make a donation to us, you are entering into a contract with us. In order to perform this contract,

we need to process and store your data. For example, we may need to contact you by email or telephone in the case of problems with your payment.

Legitimate business interests
In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests. However, we only do this if there is no overriding prejudice to you by using your personal information in this way.  We describe below all situations where we may use this basis for processing.

With your explicit consent
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.

HOW WE USE YOUR DATA IN RELATION TO MARKETING & COMMUNICATIONS

We aim to communicate with you about the work we do in ways you find relevant, timely and respectful. To do this, we use data we have stored about you, such as events you have supported or donated to in the past, as well as any preferences you may have told us about.

We use our legitimate organisational interest as the basis for communications by post and email. In the case of postal mailings, you may object to receiving these at any time using the contact details at the end of this policy. In the case of emails, we will give you an opportunity to opt out of receiving them. If you do not opt out, we will provide you with an option to unsubscribe in every email we subsequently send you. Alternatively, you can use the contact details at the end of this policy.

We may also contact you about our work by telephone; however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls, or other forms or text communications that we may need to make to you related to your donations (as above).

OTHER PROCESSING ACTIVITIES INCLUDING USE OF OUR COOKIES TO IMPROVE YOUR USE OF OUR WEBSITE

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests. We use cookies to help us make our website better.

• We may analyse information we hold about you to ensure that the content and timing of communications we send are as relevant to you as possible;
• We may analyse data we hold about you in order to identify and prevent fraud;
• In order to improve our website, we may analyse information about how you use it and the content you interact with. We useGoogle Analytics to do this;
• We analyse responses to emails using MailChimp https://mailchimp.com/about/
• From time to time we may run online surveys, to collect feedback about a range of topics related to our work. Our online surveys are powered either by: SurveyGizmosurvey software; Google docs https://www.google.com/docs/about/ or Doodle https://doodle.com/en_GB/

In all of the above cases we will always keep your rights and interests at the forefront to ensure that that our processing does not override your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.

Third Parties
There are certain circumstances under which we may disclose your personal information to third parties. For example, our own service providers who process data on our behalf and on our instructions In these cases, we require that these third party companies comply strictly with our instructions and with data protection laws, particularly around the security of personal data.

Cookies
Cookies are small text files that are automatically placed on your device by some websites you visit. They are widely used to allow a website to function as well as to provide operators with information on how the site is being used. We use cookies to identify how the website is being used and what improvements we can make.

Photography

We occasionally take photographs of performances, audiences and participants for monitoring and marketing purposes.

We ask for explicit consent before taking and using photographs when:

• It is for an activity that participants have specifically enrolled for, such as a workshop or course. We ask for

consent as part of the enrolment process;

• Where vulnerable children or adults are involved;
• Where school children are involved, with permission being sought via the school.

When we wish to take photographs of audiences, be that watching a performance, attending a conference or training as well as mingling in an event space, we make attendees aware of the fact by displaying visible notices. If an individual does not wish to be photographed they are encouraged to tell the photographer or a member of staff.

Maintaining Your Personal Information
We store your personal information indefinitely such that for any subsequent donations you make we are able to link them back to a single unique record that we hold for you on our system. If there are aspects of your record that are inaccurate or you would like to remove, please use the contact details at the end of this policy. Periodically, we may contact you to check that the personal data we hold is still accurate.

Any objections you make to the processing of your data will be stored against your record on our system so that we can comply with your requests.

Security of Your Personal Information
We will put into place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure any third parties we use for processing your personal information are the same. We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

Your Rights to Your Personal Information
You have a right to request a copy of the personal information we hold about you and to have any inaccuracies in this data corrected. If you wish to exercise this right please contact us via phone, email or in writing via the contact details at the end of this policy. Please note that we will want to confirm your identity for security reasons.

Contact Details and Further Information
Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular, if you would like to object to any of the processing of your personal information that we carry out for our legitimate organisational interests.

Please remember that it is easy to check and update your details or preferences for how you want The Children’s Foundation to communicate with you or if you want to stop receiving information.

Call us on: 0191 282 0000

Email us at: [email protected]

Write to us at: Data Protection Team, The Children’s Foundation, PO Box 2YB, Sir James Spence Institute of Child Health, Royal Victoria Infirmary, Queen Victoria Road, Newcastle upon Tyne NE99 2YB